1. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 1 Planning Business Messages

2. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 2 The Three-Step Process Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Adapt to the Audience Compose the Message PlanningCompletingWriting

3. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 3 Optimizing Your Time 50% Planning 25% Writing 25% Completing

4. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 4 Planning Effectively Find and assemble facts Deliver compelling information Reduce indecision as you write Reduce reworking during completion Minimize embarrassing blunders Prepare for analyzing the situation

5. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 5 Analyzing the Situation Who is the audience? What is the purpose?

6. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 6 Define Your Purpose General Purpose Specific Purpose To Inform To Persuade To Collaborate Your Goals Audience Actions Audience Thoughts

7. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 7 Analyze Your Purpose Will anything change? Is it realistic? Is the timing right? Is it acceptable?

8. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 8 Profile Your Audience Knowledge Level Expectations Probable Reaction Primary Members Size and Location Composition

9. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 9 Gathering Information Uncover Needs Find Your Focus Provide Information

10. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 10 Select the Medium Electronic WrittenOral Visual

11. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 11 Oral Communication Conversations Interviews Speeches Presentations Meetings

12. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 12 Written Communication MemosLetters ReportsProposals

13. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 13 Visual Communication Communicate Fast Clarify Complexity Overcome Barriers Expedite Memory

14. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 14 Electronic Communication Oral Media Written Media Visual Media

15. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 15 Choosing the Medium Choosing the Medium Message Urgency Message Urgency Cost Factors Cost Factors Audience Preferences Audience Preferences Media Richness Media Richness Media Limitations Media Limitations Message Formality Message Formality

16. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 16 Organizing Information Get to the Point Get to the Point Omit Irrelevant Ideas Omit Irrelevant Ideas Use Logical Groupings Use Logical Groupings Include Important Data Include Important Data

17. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 17 Organizing the Message Save Audience Time Boost Your Productivity Encourage Acceptance Increase Understanding

18. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 18 Defining the Main Idea The Topic The Main Idea Overall Subject of the Message Overall Subject of the Message Specific Statement About the Topic Specific Statement About the Topic

19. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 19 Generating Ideas Brainstorming Mind Mapping Storyteller’s Tour Journalistic Approach Questions and Answers

20. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 20 Limiting Message Scope Length Limits Research Depth Subject Matter Support Points

21. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 21 Choosing the Approach Direct Approach (Deductive) Direct Approach (Deductive) Indirect Approach (Inductive) Indirect Approach (Inductive) Audience Reaction Message Length Message Type

22. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 22 Outlining the Content I.First Major Point A.First subpoint B.Second subpoint 1.Evidence 2.Evidence C.Third subpoint II.Second Major Point A.First subpoint B.Second subpoint 1.0First Major Point 1.1First subpoint 1.2Second subpoint 1.2.1Evidence 1.2.2Evidence 1.3Third subpoint 2.0Second Major Point 2.1First subpoint 2.2Second subpoint AlphanumericDecimal

23. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 23 Organization Chart Outlines The Main Idea I. Major Point II. Major Point III. Major Point A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence

24. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 24 Basic Message Structure State Main Idea State Major Points Provide Evidence

25. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 25 Planning Business Messages